This document summarizes a presentation about Cincinnati Children's Hospital Medical Center's implementation of a customized travel and expense system with Smart ERP Solutions. Key points:
- CCHMC partnered with Smart ERP Solutions to provide a user-friendly T&E system that incorporated their internal travel policies.
- Smart ERP customized the PeopleSoft application to streamline the travel authorization and expense reporting processes, reducing pages and simplifying the user interface.
- The project launched in September 2011 and went live hospital-wide in July 2012, involving a pilot group and training development.
4. CCHMC determined it was in the best
interest of the institution to partner with Smart
ERP Solutions to provide a user-friendly T&E
system that incorporated our internal travel
policies.
6. Full service, nonprofit, pediatric academic
medical center, established in 1883
Ranked 3rd in 2012-2013 U.S. News & World
Report list of best children’s hospitals
Second highest recipient of NIH grants for
pediatric research
Over 1.1 million patient encounters last fiscal
year
Over 13,000 employees
Revenue of $1.85B in FY 2012 (July 1, 2011 –
June 30, 2012)
7. Human Capital Management implemented
Version 7.5 in 1999
Supply Chain Management, Financial
Management and Grants Management
implemented 8.8 in 2005
Learning Management (ELM) implemented
8.9 in 2006
Data Warehouse (EPM) implemented 9.0 in
2008
All Applications upgraded to version 9.1 May
16, 2011
9. •Oracle partner and provider of pre-packaged, release-independent
PeopleSoft solutions and services:
–Extend PeopleSoft functionality and improve ROI
–Highly configurable – tailored to YOUR business requirements
–Architected and designed as “add-on” solutions
–Minimal upgrade impact
–Avoid customizations
–Leverage existing PeopleSoft features
–Seamless integration with PeopleSoft applications
–Lower total cost of ownership
•Rapid implementation & deployment
•Deep PeopleSoft product knowledge and experience
12. Easily add convenient features to PeopleSoft—any application, module
or version (8.x and beyond)
Deploy anywhere within a PeopleSoft application
Configure to meet your specific needs
16. Paper travel authorization form
Paper or excel expense report
Attached to custom check request bolt-on
Summary data only
No ability to provide expense type metrics
All conference & travel reported in one GL
Account
17. Online travel authorization (replaces paper form)
CCHMC standard workflow approvals
Attachment of receipt images (into ImageNow)
Delegation to Authorized Users
Detailed expense reporting with associated GL
account
18. Customized Page Design
Similar to other bolt-on pages (Check Request,
Divisional Billing, Cost Transfers)
Integration of CCHMC travel policy
Reporting
Expense Transaction Details available from Revenue
& Expense Report
Application Reports designed to mirror existing paper
forms/reports
19. Targeted embedded help tool in application as
primary support tool
Customization to route users to learning
materials
Online Videos
20. Simplified end-user navigation
Reduction of 15+ pages to 4
User friendly pages
Embedded compliance with CCHMC policies
When a Travel Authorization is required
When expense types can and cannot be used
Per Diem vs. Actuals
Laundry
Personal Stay & Auto Mileage worksheets
21. Merges Employee Profile & Authorize Expense
Users pages
Sets defaults
ChartString (Delivered Payroll Interface only feeds
BU & DeptID)
Expense report entry to copy from travel
authorization
Business Purpose, Billing Type, Payment Type
Pre-Paid Air & Conference expense type defaults
22. One page for end-users to Create, View, Print,
Modify, Delete and Cancel a TA
Required fields and displayed fields configurable by
expense type
Automatically route to T&E Profile and embedded
training
Allow requesters to back date a TA
Automatically insert expense rows for each day of
the trip
23. Auto Rental message to get insurance or not based
on country
Personal Stay worksheet
Save CCHMC $ by extending the trip
Requires original airfare amount
Auto Mileage worksheet
Incorporates normal commute miles
Miles > 500 requires an airfare alternative quote
Workflow emails with links to transactions
Nightly notification of aging transactions
24. One page for end-users to Create, View, Print,
Modify, and Delete an ER
Similar user interface as SmartDoc TA
Required to be copied from a TA when using
expense types Airfare, Hotel, Meeting or Mileage >
250
Airfare ticket # required on ER
Message on meal expense types to review
departure/arrival times
25. Prepaid Meeting requires check request ID
ER’s > 5% TA flagged for risk and requires
additional justification
TA Attachments copied to ER
TA can only be used on one ER
Workflow emails with links to transactions
Nightly notification of aging transactions
26. 2 CCHMC Business Analysts
Neither 100% dedicated to the project
Some CCHMC I/S Development
< .5 FTE during development phase
Migration oversight
Some minor development
Smart ERP Solutions Development Team
Remote from Pleasanton, CA
27. Sep 1, 2011 Jul 31, 2012
Oct 11 Nov 11 Dec 11 Jan 12 Feb 12 Mar 12 Apr 12 May 12 Jun 12 Jul 12
Cincinnati Children’s Hospital Medical Center PeopleSoft Travel & Expense v.9.1
Conduct Fit Gap
Sessions
Design
Development
Testing
Pilot Group
Hospital
Wide Go-live
Develop Training
29. Involve high volume & vocal users early in Pilot
Reach out to administrative assistants
Hold 2-3 development review sessions per week
Don’t repeat sins of the past (ability for approvers to
adjust document)
30.
31. Alan French
Assistant Vice President, Financial Applications
Cincinnati Children’s Hospital Medical Center
E-mail: alan.french@cchmc.org
Ramesh Panchagnula
Co-Founder/President
Smart ERP Solutions
E-mail: ramesh.p@SmartERP.com
32. This presentation and all
Alliance 2013 presentations
are available for download
from the Conference site at
www. alliance-conference.com
Presentations from previous meetings are also available